This document provides an overview of events, including definitions, types of objectives, planning considerations, and promotional activities. It defines an event as an occurrence that creates a social gathering or activity. Objectives can include building awareness, creating interest, and providing information. Planning requires considering budgets, logistics, workforce needs, and health and safety. Promotional activities involve pre-event promotions, branding, publicity, public relations, and identifying sponsors. The document outlines various event types and covers many aspects of event management.

1. Meetings ,
Incentives ,
Conferences &
Exhibitions

2. Introduction to Events
• Something that takes place an occurrence
• A significant occurrence or happening
• A social gathering or activity
• It means putting all three points from the
meaning of an event together i.e an
occurrence that is significant that creates a
social gathering or an activity
• An event is a live multimedia package
carried out with a preconceived concept

3. • Customized or modified to achieve the client objective of
reaching out and suitably influencing the sharply defined
gathered target audience by providing a complete
sensual experience and an avenue for two way
iteractions
• Events can be as follows:-
• Sporting events
• Entertainment , art and culture
• Meetings and Exhibitions
• Commercial marketing and promotional events
• Festivals
• Family (weddings cum anniversaries)
• Fund raising (Charitable events)
• Miscellaneous (based on a theme)

4. TypesofObjectives
• Build Awareness – New products and new companies are often unknown
to a market, which means initial promotional efforts must focus on
establishing an identity. In this situation the marketer must focus promotion
to: 1) effectively reach customers, and 2) tell the market who they are and
what they have to offer.
• Create Interest – Moving a customer from awareness of a product to
making a purchase can present a significant challenge customers must first
recognize they have a need before they actively start to consider a
purchase. The focus on creating messages that convince customers that a
need exists has been the hallmark of marketing for a long time with
promotional appeals targeted at basic human characteristics such as
emotions, fears,
• Provide Information – Some promotion is designed to assist customers in
the search stage of the purchasing process. In some cases, such as when a
product is so novel it creates a new category of product and has few
competitors, the information is simply intended to explain what the product
is and may not mention any competitors. In other situations, where the
product competes in an existing market, informational promotion may be
used to help with a product positioning strategy

5. • Make each event special and unique
• A perfect event management solution would be to treat
each and every event organized in a special and unique
manner, giving it utmost importance and value.
Innovative ideas should be used in the decoration,
seating, flower arrangement or other areas of work. The
sounds, lights and equipments used should be all up to
date, ensuring that nothing goes wrong in the middle of
the event.

6. SERVICE CONTRACTORS,AUDIO
VISUALS
SECURITY
SERVICES
CATERING COMMUNICA
TION
CONSULTIN
G SERVICES
Sound
Light
DJ(disc
jockey)
Floors
Projectors
LED’S
Normal
security,X-
Ray machines
to control
enterance &
exit
authorized
entry to a
venue to
watch booth
during closed
hours
Food and
beverage
services,
Cutlery,
crockery
Cellphones,
Walky talky
PDA(personal
desktop
assistant)
Wifi,
Internet
Pre event
planning,
Post event
planning

7. FLORAL
SERVICES
FREIGHT FURNITURE
PROVIDERS
DRAYAGE ELECTRICAL
Decoration
services,
Flowers
Plants and
props(decorati
ve pieces)
Shipping of
exhibits,
Air freight to
show and
back van lines
air freight
Rental of
furniture for
exhibits,
fancier than
home wood
panels
Carrying of
things from
pre event to
the post
event,
Transportation
Transfer and
delivery of
materials from
warehouse to
show side and
return
Wires and
generstors

8. WORKFORCE
• Every successful event requires a strong
foundation of human resource management
including workforce planning, recruitment,
development, retention and allocation of all paid,
temporary, and most significantly, the volunteer
workforce for any event

9. EVENTS
• Exhibitions are your chance to show off. Whether you’re
showcasing a product, a skill or a service, these events are
designed to provide you with the perfect platform to present your
business at it's best.
• Organising a large-scale charity event is a fantastic way to promote
awareness, raise money and have fun. However, the undertaking
can be a lot of hard work, and pulling off a successful large-scale
event requires a great amount of planning, organisation and
creativity. To help with the planning process, we’ve pulled together
some of the main things you should consider when arranging a
large-scale, high-end charity event.
• Awards ceremonies are a celebration of talent, success and
achievement, so when planning this kind of event, it’s important that
it’s upbeat, exciting and well attended! We've pulled together some
of the things you need to consider when organising an awards
ceremony.

10. • Marriages need not just be a summer event. The
popularity of winter weddings have increased in recent
years, and the provisions for travelling to wedding
venues in the colder seasons are now better than ever.
At Senate House we have one of London’s best winter
wedding venues – with beautiful interior spaces and
excellent transport links

11. BUDGETING
• Developing a budget is one of the first and most important tasks in
managing an event. In the initial planning phase, the development of
a budget helps to establish whether the event will be viable i.e.
whether total revenues will cover total costs. Firm commitments to
run an event should not be made until sufficient budgeting has been
undertaken to establish viability.
• The budgeting process starts immediately when planning an event.
It's a case of making a start somehow, anyhow, by getting some
rough estimates down on paper. Then day by day, week by week,
your task is to refine your rough estimates by seeking information
through a number of ways by researching and talking to staff,
contractors, and stakeholders.

12. • Estimating Event Costs
• After estimating event income, you will need to
identify the costs that the event will incur. Again
you will need to consult with people who have
experience of similar events, or can help you
identify types of expenditures and workout
probable costs. There is always the probability
that something will be missed if you fail to
consult.

14. Promotional Activities
• PRE EVENT PROMOTIONS
• Send invites: Ask for invitations which you can sometimes overprint with
your logo and post some, give some to your sales team/agents/distributors
and keep more in your reception area. VIP tickets are often a valuable way
to entice more visitors to your stand.
• Make contact with the press: organisers use a PR agency If so, use their
services and pick their professional brains (and contacts). Get a press list of
contacts and deadlines. If you have a company newsletter, milk the
opportunity. Do mail shots and e-shots to key clients, existing, potential and
past customers. Remember also the power of the Internet and make sure
you have information on your website and a hyperlink from the show site to
yours.
• Check out the show guides: A review of your exhibitor manual will
normally highlight opportunities available for your particular show, and is
normally a good starting point. Show guides, show catalogues and show
preview guides should all carry your news and company information. In the
majority of instances these are non-chargeable and a good way to get your
name out in advance of the show.

15. • IMAGE/BRANDING
• Your brands are the soul of your company
• The décor should reflect a sense of style, confidence and
professionalism, not to mention your brand’s image and values.
Everything at your branding event should focus on showing your product
in the best possible light and focusing on the five senses of your guests
for a maximized sensory experience.
• The design must meet the needs of all stakeholders and appeal tp
eventaudience
• PUBLICITY
• Add small, inexpensive, yet out-of-the-ordinary touches to the event in
the planning stage. For example, organizers of a golf tournament
spruced up the Port-A-Potties by adding attractive toilet paper, scented
candles, and decorative soap. That created quite a buzz and attracted
some media attention after the event.
• Do a publicity stunt before the event to draw the media’s attention.
• Invite media personalities to take part in the event, not just cover it.
• Invite a celebrity to participate. Make sure the celebrity “fits” with your
organization.

16. • PUBLIC RELATIONS
• involves the planned promotion of goods, services and images of
organizations intended to create goodwill for a person, place or
event. Public relations professionals work to build long-term
relationships among individuals and institutions.
• It can improve the reputation of an individual department
• It can also serve the greater physics community by convincing the
public that “quarks, quantum dots, and nanostructures are cool”
• It can lead to strong community and industrial partnerships, and
even financial support
• Special Events
• Special Promotions
• Public Affairs
• Internal Relations
• Community Relations
•

17. SPONSORERS
• a person or organization that pays for or
contributes to the costs involved in staging a
sporting or artistic event in return for advertising.
• a person who introduces and supports a
proposal for legislation.
• provide funds for (a project or activity or the
person carrying it out).
• Provide cash to support an event in exchange
for increased profile and sales of the sponsorer
product

18. • IIFA AWARDS SPONSORS(EXAMPLE)
• Partners & Sponsors
Title Sponsor Weekend
• Title Sponsor Awards